FACULTY HANDBOOK

Revised November 2018

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Contents

Introduction………………………………………………………………………………………………………………………………. 3

Organization & Governance ……………………………………………………………………………………………………….. 5

Academic Programs ………………………………………………………..…………………………………………………………. 8

Faculty Titles, Responsibilities, Appointment Promotion and Tenure …………………..……………………. 10

Professional Staff Congress (PSC)………………………………………………………………………………………………17

Faculty Development ………………………………………………………………………………………………………………. 17

Mentorship ……………………………………………………………………………………………………………………………... 18

Leaves …………………………………………………………………………………………………………………………………….. 20

Educational Program Policies – BS/MD Program ……………………………………………………………………… 21

Support Services …………………………………………………………………………………………………………………….. 26

Center for Excellence in Teaching and Learning (CETL)…………………………………………………………….. 27

Research …………………………………………………………………………………………………………………………………. 28

University Policies ……………………………………………………………………………………………………………………30

Resource Staff - Department of Medical Education/Office of Academic Affairs …………………………… 33

Appendices

1. Teacher-Learner Expectations

2. Teacher-Learner Contract

3. Memorandum re: Annual Evaluation of Faculty

4. Student Absence Policies

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Introduction Mission

The mission of CUNY School of Medicine (CSOM) at the City College of New York is to train competent, broadly educated, highly skilled medical practitioners who provide quality health services to communities historically underserved by primary care practitioners. CSOM recruits and educates a diverse, talented pool of students to its BS/MD and Physician Assistant programs, expanding access to medical education to students from underserved communities, those with limited financial resources, and those from racial or ethnic backgrounds historically underrepresented in the medical profession. CSOM’s programs achieve academic excellence through rigorous curricula in clinically-oriented basic sciences, population health, behavioral and socio-medical sciences, primary care, research, exposure to a variety of health care settings, and professional development.

History

The CUNY School of Medicine was founded upon the Sophie Davis School of Biomedical Education (SDSBE), a longstanding school of the City College of New York (CCNY). CCNY is one of the senior colleges of the City University of New York (CUNY). The University dates to the founding of the Free Academy in 1847 by Townsend Harris, a successful businessman and first US diplomat to Japan, who set upon a mission to provide public higher education to academically qualified young men. The Academy quickly grew into an expansive campus that subsequently became known as the College of the City of New York – presently the City College of New York, the flagship college of the City University of New York (CUNY). Today, CUNY is the nation’s largest public university, spanning 25 campuses across the five boroughs, and is comprised of 11 senior colleges, 7 community colleges, an Honors College, and 7 graduate and professional schools. CUNY has produced 70 Fulbright scholars, 13 Nobel Laureates, 10 Truman scholars, 7 Marshall Scholars, 7 Rhodes scholars in recent years, and two of the last three Pulitzers for poetry. The University’s net enrollment exceeds 270,000 students.

CCNY offers an affordable education to a diverse student population and strives for excellence in its wide-ranging undergraduate and graduate programs. CCNY is home to the only public schools of engineering, architecture, and biomedical education in New York City, each designed to prepare students for successful careers and for continuing graduate and postgraduate education. The College’s commitment to excellence is exemplified by its emphasis on scholarly research and the integration of research with teaching.

In 1973, CCNY expanded its mission to include the medical education of talented youth from social, ethnic and racial backgrounds historically underrepresented in medicine, and created a baccalaureate degree program in biomedical sciences on an experimental basis. In 1977, the New York State Board of Regents granted approval to offer the program on a permanent basis, and established the Sophie Davis School of Biomedical Education (SDSBE), with the generous support of Leonard and Sophie Davis - City College alumni and founders of the Colonial Penn Group of insurance companies, and from the Commonwealth Fund. The

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biomedical education program was designed to address the longstanding challenges of attracting physicians to primary care specialties and to the geographic areas of greatest need in New York State. High-achieving high school graduates were admitted to an accelerated program that integrated the requirements for a baccalaureate degree with the content of traditional preclinical medical education. Successful students were subsequently matched to partner medical schools to which they transferred as 3rd-year medical students for their clinical (clerkship) training and conferral of the MD degree.

In 2011, SDSBE embarked on a major strategic planning process to define the course of its future. The principal recommendation that emerged from this process was to transform SDSBE from its existing structure into a fully accredited BS/MD degree–granting medical school, with the three-fold aim of (a) enabling the program to further support and maintain its mission of training primary care physicians who practice in medically underserved communities, (b) ensuring a more seamless transition of our students from the traditional basic science education years to the clerkship phase of their education, and (c) guaranteeing the availability of clerkship slots for its students.

A preliminary proposal to develop an accredited MD program was approved by CUNY’s Board of Trustees in November 2013, and in June 2015, the proposed MD program received preliminary accreditation status from the Liaison Committee on Medical Education (LCME) – the nationally recognized accrediting body for medical education programs in the U.S. and Canada. Authorization to confer the MD degree was granted by the NY State Board of Regents in 2016. In February 2016, the school was renamed the CUNY School of Medicine, and in the fall of the same year, the charter class matriculated into the MD segment (Year 4 of 7) of the program.

In addition to the BS/MD program, the School offers a physician assistant (PA) program leading to the Master of Science degree in Physician Assistant Studies. Established in 1970 as a joint project of the Harlem Hospital Center and the Columbia University School of Public Health, the PA Program is one of the oldest in the country, founded only five years after the birth of the profession. The Program was developed to train individuals with health care experience to practice primary care in communities of greatest need. The first class was admitted in 1971. In 1972, the Program developed an academic affiliation with Antioch College which continued until the New School for Social Research assumed responsibility from 1974-1978. In 1978 the Program developed a partnership with the Sophie Davis School of Biomedical Education of the City College of New York (CCNY), as an upper-division baccalaureate program. In 2016, the 28-month undergraduate program transitioned to a graduate level program of the CUNY School of Medicine (CSOM).

The CSOM awards three degrees (conferred through CCNY):

Bachelor of Science (BS) in Biomedical Sciences Master of Science (MS) in Physician Assistant Studies Effective 2020, Doctor of Medicine (MD).

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Accreditation and Affiliation The CSOM is a division of the City College of New York (CCNY), which is accredited by the Middle States Association of Colleges and Schools, an institutional accrediting agency recognized by the U.S. Secretary of Education and the Council for Higher Education Accreditation. The most recent reaccreditation was granted on November 21, 2013. In June 2018, the BS-MD received provisional accreditation status from the Liaison Committee on Medical Education (LCME). The PA program received full accreditation status from the Accreditation Review Commission on Education for the Physician Assistant (ARC-PA) in 2014.

Organization and Governance

o The CUNY Board of Trustees

The principal purpose and function of the Board of Trustees is to preserve, enhance, and improve the University as an institution of the highest quality and standards, with a faculty and administration charged to fulfill both the general and specific missions of the University: to educate and serve the people of New York City, to constitute an urban-oriented institution of higher education, and to engage persistently in the search for knowledge and truth. The authority to appoint the University Chancellor rests with the Board of Trustees. Reporting to the Board, the Chancellor serves as the University's Chief Executive Officer.

o CCNY President

The CCNY President is charged with the administration of the College. The President reports to the Chancellor, and serves at the pleasure of the Board of Trustees for an indefinite period. Deans of CUNY’s senior colleges report to the Provost of their respective campuses.

o CSOM Leadership The Dean is the chief academic and administrative officer of CSOM. Reporting to the President of CCNY, the Dean is responsible for all aspects of the operation of the CSOM, except as otherwise directed by the Board of Trustees or the Chancellor of CUNY.

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Organizational Chart of the leadership of CUNY and of CSOM

o Departments The academic departments of CSOM include the following: Clinical Medicine – the Department of Clinical Medicine serves as the academic home for affiliated clinical faculty employed by the School’s clinical partners, who are responsible for the implementation of the clinical curriculum. Community Health and Social Medicine (CHASM) – Population Health and Community-Oriented Primary Care are central to the mission and to the educational program of the CSOM. Through field placements, course work, and independent study, CHASM provides students with the opportunity to go beyond traditional patient encounters and analyze and intervene in the health care of defined populations. The CHASM curriculum integrates the social perspective of community medicine with the clinical perspective of the primary care practitioner. Faculty members are engaged in research in the areas of adolescent sexual health, health-related quality of life, HIV prevention, chronic disease epidemiology, tobacco use and smoking cessation, intimate partner and sexual violence. Medical Education – The Department of Medical Education oversees the administration of the MD program curriculum, including direction of courses in the clinical skills curriculum, the integrated organ systems basic science courses, and the narrative medicine program. Faculty members of the Department conduct research in medical education, including curriculum innovations and assessment/evaluation.

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Molecular, Cellular and Biomedical Sciences (MCBS) - The study and practice of medicine rest on a thorough understanding of the basic and clinical medical sciences. The MCBS Department participates in the teaching of the normal structure and function of the human body and nervous system and the molecular and cellular mechanisms that underlie medical physiology, human behavior, and tissue pathology. Faculty members are engaged in research in the areas of molecular, cellular and systems neurobiology with a focus on behavioral neuropharmacology, psychopharmacology, neuronal plasticity and motor learning, spinal cord injury/recovery and neurodegenerative disorders; as well as investigations in the areas of immunology and autoimmunity, wound healing and regenerative medicine, experimental pathology, and cancer and cardiovascular biology. o Standing Committees The Standing Committees of the CSOM BS/MD program faculty include the following: (Note: descriptions of the CSOM Standing Committees appear in the Governance Plan of the CUNY SOM, available on the School’s shared drive: S:\Policies\Bylaws.) Executive Faculty Committee (EFC) – Chaired by the Dean, the Executive Faculty Committee serves as the SOM’s committee on educational policy, addressing academic and administrative matters, transacting the business of the CSOM in between meetings of the Faculty. The EFC is advisory to standing committees on matters related to curriculum, assessment, admissions and student promotion. The EFC may establish and charge special ad hoc committees as it deems necessary to perform its duties and responsibilities. Personnel and Budget (P&B) Committee – The P&B Committee is responsible for reviewing and making recommendations on faculty appointment, reappointment, promotion and tenure; the appointment of distinguished professors and named chairs; and on applications for fellowship (sabbatical) and other leaves. The P&B Committee is comprised of all voting members of the EFC. Curriculum Committee – The Curriculum Committee provides oversight of curriculum development, implementation and review, based on the medical education mission of the School. Functions include the regular and systematic review of each medical school course, including educational objectives, curriculum design, course organization and assessment; the review and approval of new courses and changes to the curriculum; development of academic policies, and acting on recommendations from sub-committees and the course review committee. Student Academic Progress Committee (SAPC) – The SAPC monitors and assesses students’ records for compliance with the program’s academic requirements, and assesses students’ preparedness to advance at each level of the curriculum and to graduate. The Committee also considers and addresses non-academic issues that may impact upon a student’s ability to continue in his/her plan of study or perform as a physician, including allegations of student misconduct and/or unprofessional behavior. The SAPC advises the Dean and leadership on initiatives to promote professionalism among students.

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Admissions Committee – The Admissions Committee is charged to select and admit medical students to fulfill the mission of the medical school, and to establish and revise admissions policies and procedures as appropriate. Inclusive Excellence Council (IEC) – The IEC is charged to develop short- and long-term recommendations and initiatives to foster a workplace and educational environment that is welcoming, integrative and supportive of all members of the SOM, and to provide leadership for implementing strategic initiatives to advance the School’s longstanding mission as it relates to diversity, inclusion and excellence. Committee on Student Appeals (joint committee for PA and BS-MD programs) – The Ad Hoc Appeals Committee is charged to review student appeals regarding decisions for dismissal or denial of graduation, to determine whether the adverse decision was made in accordance with established academic policies and without prejudice to the student, and whether the student was accorded due process. Based on its findings, the Committee makes recommendations to the Dean for resolution of the appeal.

Academic Programs

BS/MD Program Overview

The program offers a rigorous 7-year curriculum that integrates undergraduate studies in parallel with clinically-oriented basic sciences, population health, behavioral and socio-medical sciences, and clinical coursework that includes clinical clerkships. The program provides experiences in primary care and research in a variety of health care settings, and professional development leading to the Baccalaureate of Science and Doctor of Medicine (BS/MD) degrees.

In developing the curriculum, medical school competencies and educational objectives were defined as a framework, based upon the school’s mission. These competencies and educational objectives were approved by the CSOM faculty in March 2014, and by the CUNY Board of Trustees as part of the full proposal for the MD program on December 1, 2014. The educational objectives were revised and approved by the faculty on October 11, 2018. The curriculum of the BS/MD program is based on seven core competencies, including the six competencies of the Accreditation Council for Graduate Medical Education (ACGME) – Patient Care, Medical Knowledge, Life-long Learning, Interpersonal Skills and Communication, Professionalism, and Systems-based Practice – plus a seventh competency of Population Health/Community-Oriented Primary Care. The educational program objectives and outcome measures within each of the seven competencies frame the overall integrated seven-year science and clinical curriculum.

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All Faculty are required to be familiar with the Educational Program Competencies and their linked objectives, and to know how to access them. Master of Science in Physician Assistant Studies - Program Overview

The mission of the Physician Assistant Program is to improve the health of underserved communities and to eliminate healthcare disparity by providing increased access to physician assistant education to students from traditionally underrepresented populations. The goals of the 28-month program are as follows:

Patient Care – We are committed to practice high quality compassionate care, and to develop

sensitivity and competence in communication skills with diverse populations.

Scholarship - We are committed to providing the skills necessary to apply new knowledge at

the point of care and to engage in scholarly activity relevant to health and disease.

Community - We inspire graduates to work in health workforce shortage communities and

with patient populations out of the mainstream of health care delivery. We encourage

graduates to be advocates at the local, regional, and national level for the best care for

patients and their community and to be activists for social justice.

Leadership - We promote the assumption of leadership positions within the profession and

the community.

Professionalism - We are committed to creating an environment where collegiality, respect

and ethical practice are fostered and valued.

Interdisciplinary teamwork - We value collaborative learning and working styles that

facilitate full participation in interdisciplinary medical teams.

Life-long learning - We actively encourage intellectual curiosity and critical thinking

necessary for life-long learning leading to the continual improvement of patient care.

Primary Clinical Affiliations The CSOM has an affiliation agreement with St. Barnabas Hospital/Health System, which is its primary clinical partner for the BS/MD program. It also has affiliation agreements with several other hospitals and health centers, including Staten Island University Hospital, and Harlem Hospital as the principal partner of the PA program. The school also has numerous other clinical affiliates involved in teaching our students in the PA program and in the BS/MD program’s Practice of Medicine (POM) courses and the Community Health and Social Medicine (CHASM) department courses.

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Faculty Titles, Responsibilities, Appointment, Promotion and Tenure

Faculty Titles All faculty at the CSOM hold appointments in one of the following faculty titles:

Medical Professor Associate Medical Professor Assistant Medical Professor Affiliate Medical Professor* Affiliate Associate Medical Professor* Affiliate Assistant Medical Professor* Medical Distinguished Lecturer* Medical Lecturer* Lecturer Clinical Professor* Affiliated Medical Lecturer* Affiliated Teacher* *Non-tenure bearing tracks

The descriptions and minimum qualifications of each title are established by the CUNY Board of Trustees and appear in the CUNY Office of Human Resources Management’s Code of Practice Regarding Instructional Staff Titles, available on the School’s shared drive: S:\Policies\Human Resources Policies and online at: http://www1.cuny.edu/sites/onboard/wp-content/uploads/sites/4/Code-of-Practice-Title-Descriptions-and-Qualifications-UPDATED1-16-15_01212015.pdf

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Faculty Responsibilities

Professional & Ethical behavior o Teacher-Learner Expectations (see Appendix 1)

The School holds in high regard professional behaviors and attitudes, including altruism, integrity, respect for others and a commitment to excellence. Effective learning is best fostered in an environment of mutual respect between teachers and learners. In the context of medical education, the term “teacher” is used broadly to include peers, resident physicians, full-time and volunteer faculty members, clinical preceptors, physician assistants, nurses and ancillary support staff, as well as others from whom students learn. The CUNY School of Medicine abides by the AAMC “teacher learner expectations” articulated in the AAMC Uniform Clinical Training Affiliation Agreement, which can be found at: https://www.aamc.org/members/gsa/343592/uniformaffiliationagreement.html GUIDING PRINCIPLES: Duty: Medical educators have a duty not only to convey the knowledge and skills required for delivering the profession’s standard of care but also to instill the values and attitudes required for preserving the medical profession’s social contract with its patients. Integrity: Learning environments that are conducive to conveying professional values must be based on integrity. Students and residents learn professionalism by observing and emulating role models who epitomize authentic professional values and attitudes. Respect: Respect for every individual is fundamental to the ethic of medicine. Mutual respect is essential for nurturing that ethic. Teachers have a special obligation to ensure that students and residents are always treated respectfully.

o Academic Integrity - School, College & University Policies Faculty has the responsibility to note breaches of academic integrity or

professionalism. Annually, faculty is provided with instructions and access to behavioral documentation forms which can be submitted to the appropriate administrative authority.

Serious breaches of academic integrity are dealt with through the Ethics and Professionalism Subcommittee of the Student Academic Progress Committee and are consistent with the CUNY Policy on Academic Integrity, available at: https://www.ccny.cuny.edu/academicaffairs/integrity-policies . CSOM policies are in compliance with and are not meant to supersede or supplant CUNY policy.

CUNY policies regarding student and employee conduct, and University procedures for handling student complaints about faculty conduct in academic settings apply to faculty at the CSOM.

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Policies regarding student and employee conduct: http://www.ccny.cuny.edu/counseling/upload/Henderson-20Rules-14-moved.pdf

Procedures for handling student complaints about faculty conduct: https://www.cuny.edu/about/administration/offices/la/PROCEDURES_FOR_HANDLING_STUDENT_COMPLAINTS.pdf

o Reporting responsibilities of all faculty CUNY and NY State policies require all faculty to file yearly reports on:

Multiple positions: http://policy.cuny.edu/manual_of_general_policy/article_v/policy_5.14/text/#Navigation_Location

NY State Joint Commission on Public Ethics (JCOPE) Annual Statement of Financial Disclosure – Notification of required filing is provided annually to all affected employees by the Office of Executive Counsel at CCNY.

Course Director’s Responsibilities

All course directors will receive frequent informal and formal feedback about their course content, structure, teaching and assessment methods, and success in meeting key CUNY SOM competencies and objectives. Each course director is expected to meet with his or her teaching faculty before the delivery of the course to give an overview of the course and any possible changes that have been recommended in the structure, content, and policy. The course director will also be required to meet with the faculty teaching his or her course at the end of the course to provide global feedback regarding each educator and to review the course with his or her faculty to decide whether any changes are required. The course director is expected to attend most course sessions to provide feedback to individual faculty and to monitor the progress of the course and student learning. At the end of the course, the medical school students taking the course will be asked to evaluate the quality, content, and value of the given course for their medical education, as well as the performance of the individual lecturers and group leaders. This feedback will be provided to each lecturer or educator by the course director so that any identified issues and specific faculty-development activities can be discussed. Course Directors are responsible for overseeing effective delivery of curricular content and for ensuring that the course objectives are met. The responsibilities of course directors include the following: oversee and ensure delivery of course content and implementation of corresponding

teaching modalities as approved by the Curriculum Committee prepare and provide an up-to-date and complete course syllabus in advance of the

start of the course

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enlist faculty and ensure that all faculty involved in the course are oriented to the objectives and grading system for the course

oversee design and administration of all assessments in the course, as well as of the corresponding grading procedures (including timely submission of grades)

communicate as needed and in a timely fashion with class representatives as well as, when warranted, with individual students

work in conjunction with the Office of Academic Affairs to carry out mapping of course curriculum and assessments, and related activities

be familiar with School policies, communicate relevant policies to course faculty and students, and ensure that policies are followed throughout the course

ensure that day-to-day administrative needs of the course are met, including scheduling of classes and rooms, staffing, timely posting of session materials and of grades, etc.

provide timely formative as well as summative feedback to students provide feedback to course faculty and facilitate faculty development activities to

ensure improvement in teaching communicate with the corresponding department chairs, Office of Academic Affairs,

and members of the administration as needed on the progress and emerging needs of the course as well as of individual students

collaborate with the Curriculum Committee in the evaluation of the course and of the overall curriculum, by providing the necessary information and attending meetings as needed

attend meetings of the Basic Science or Clinical Curriculum Sub-Committees of the Curriculum Committee when required (some course directors are ad-hoc on committees)

foster an optimal learning environment and ensure that teacher-learner expectations are met (see Appendix 2, Teacher-Learner Contract)

Faculty Advisors Faculty may choose to be advisors to students during the first 4 years of the program. At the onset of the clinical years, students are assigned to specific clinical advisors.

Student advising is coordinated by the Coordinator of Advising, who is resident within the Office of Student Affairs. Each student is assigned to an advisor upon entry to the BS portion of the program. That advisor remains with the student throughout the first 4 years of the combined BS/MD program. The advisory system has been termed Learning in Integrated Communities (LINC). Each advisor is assigned 6 to 8 students per year and meets with them individually and in advising groups. During year 4, each student will be assigned to a medical student advisor who will be part of the Office of Student Affairs and will advise the student throughout the medical school curriculum until graduation.

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Appointment, Promotion and Tenure

Annual Performance Review

It is the responsibility of the department chair to inform newly hired and existing faculty members about their responsibilities in teaching, research, and if appropriate, clinical responsibilities.

University policies that set forth the requirements for annual evaluations of faculty appear under Article IX of the Bylaws of the CUNY Board of Trustees. (http://policy.cuny.edu/bylaws/#Navigation_Location), which states that the department chairperson is responsible to hold an annual evaluation conference with every member of the department after they are observed teaching and prepare a memorandum thereof.

A memorandum from CCNY’s executive counsel to the president and department chairs (March 13, 2017) further delineates the procedures for annual review and includes guidelines for the timing and structure of the evaluation. Although the Medical Faculty titles are excluded from Article 18 of the PSC/CUNY collective bargaining agreement, which pertains to annual evaluations, legal counsel has recommended that the CSOM follow the general guidelines set forth in the memorandum, which states: “Article 18.3a of the Contract does not mandate a specific time; it only says that evaluations are to be conducted ‘at least once each year.’ It is advisable to conduct annual evaluations late in the spring semester each year. This allows the evaluator to cover the faculty member’s performance for the past academic year, as well as ‘cumulatively to date,’ and in the case of untenured faculty it also allows the evaluation to be completed and included in the personnel file before the individual is reviewed for reappointment in the Fall semester.” Department chairs are to conduct mandatory evaluation conferences with individual faculty members at least once each year. In these conferences, productivity in teaching, research (if relevant), and clinical or administrative responsibilities are discussed, as is progress toward promotion or tenure if appropriate. Within 10 working days after the evaluation conference, the chair provides the faculty member with a record of that conference in the form of a memorandum. (See Appendix 3, “Annual Evaluation – Faculty - 2017-03-13”)

Reappointment, Non-reappointment

Full-time faculty in tenure track titles receive annual appointments, renewable up to six years prior to tenure. The criteria upon which decisions to reappoint are based include teaching effectiveness, scholarly and professional growth, and service to the institution and to the community. Judgments on reappointment are progressively rigorous. In the second and subsequent reappointments, a candidate should be able to demonstrate that s/he has realized some of his/her scholarly potential. Similarly, standards of acceptable performance as a teacher should be graduated to reflect the greater expectations of more experienced faculty members. Reappointments are reviewed by the EFC and decisions forwarded to the CCNY Review Committee for its action. Final determination

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of reappointment is made by the College President. Annual reappointments are made for a full calendar year, with start dates that coincide with the first day of fall semester classes based on CUNY’s academic calendar (e.g. August 26, 20xx – August 25, 20xx).

Tenure

Tenure provides employment security, protects academic freedom and ensures that a faculty member cannot be terminated without cause. Tenure is normally granted after seven years of continuous full-time service. The criteria upon which decisions to reappoint are based include teaching effectiveness, scholarly and professional growth, and service to the institution and to the community. The review process requires review of the candidate’s teaching, service and scholarly qualifications by external evaluators, a departmental committee, the School’s Personnel and Budget Committee, and the CCNY Review Committee. Recommendations by the College’s Review Committee are forwarded to the college president. The ultimate decision regarding tenure is made by the college president and must be approved by the University Board of Trustees. A negative decision by any review body may be appealed to the next higher decision-making body. If tenure is denied, the faculty member’s appointment in that title will terminate at the conclusion of his/her current appointment (late August).

In order to ensure that each tenure-track faculty member receives timely guidance on the progress he/she is making towards meeting the standards for tenure, A Mid-Term Tenure Review process has been established by the University. The department chair shall review each tenure-track faculty member at the end of his or her third year of service. The Dean subsequently reviews the faculty member’s CV and personnel file, following the annual evaluation conducted by the chair in accordance with the PSC/CUNY collective bargaining agreement. Thereafter, the Dean shall meet with the chairperson of the faculty member's department to discuss the faculty member's progress. After that meeting, the Dean shall prepare a memorandum to the department chairperson regarding the faculty member's progress toward tenure, setting forth recommendations for any additional guidance to be provided to the faculty member. Additional details are provided on the CCNY website: https://www.ccny.cuny.edu/sites/default/files/academicaffairs/upload/Tenure_-_Mid-Term_Review_Procedure.pdf

Promotion

The criteria established for reappointment and tenure apply equally to decisions on promotion. For promotion to full professor, the faculty candidate must meet all the qualifications for an Associate Professor, in addition to having an established record for excellence in teaching and scholarship in his or her discipline. Similarly, for promotion to Associate professor, the candidate must submit evidence of qualification to meet the standards required for promotion.

Guidelines and policies for re-appointment, tenure and promotion are available on the CCNY website: http://www.ccny.cuny.edu/academicaffairs/promotion-and-tenure.cfm

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Appeal process An individual who is not recommended for reappointment or tenure may appeal a negative decision at any level of the review process. Below the Presidential level, the appeal must be made to the next higher review body, e.g., if the negative decision was made at department level, the appeal is heard by the School’s Personnel and Budget Committee (e.g. the EFC voting members); if the negative decision was made by the EFC, the appeal is made to the CCNY Review Committee. Negative decisions by the CCNY Review Committee are appealed to the City College President. In each case, the candidate appeals in writing to the Chair of the next reviewing body, and must initiate the appeal within ten (10) working days of notification of the negative decision.

Grievance process

A grievance is an allegation by an employee or by the Professional Staff Congress (PSC) collective bargaining unit that there has been a breach, misinterpretation or improper application of a term of the collective bargaining agreement; or an arbitrary or discriminatory application of the university Bylaws and written policies of the Board of Trustees related to the terms and conditions of employment. A grievance must be stated in writing setting forth the basis of the appeal, and include the specific Article of the PSC agreement or Bylaws Section or written policy that was breached, and the remedy requested. A grievance must be filed by an employee or the PSC within thirty (30) business days after the PSC or employee became aware of the issue complained of.

Step 1 - Grievances shall be filed with the CCNY President or his/her designee, who shall, within fifteen (15) business days, meet with the grievant and a PSC representative to discuss the grievance. Within fifteen (15) days after the grievance meeting, the President or designee shall issue to the grievant and the PSC a written decision, with reasons.

Step 2 - If the grievance has not been settled at Step 1, then within twenty (20) business days after receipt of the President’s decision, the grievant or the PSC may submit the grievance in writing to the Chancellor or his/her designee, together with a copy of the President’s decision. Within twenty (20) business days of receipt of the grievance, the Chancellor or designee shall meet with the grievant and a PSC representative to discuss the grievance, and shall also direct the College to present its arguments. Within twenty (20) days after the grievance meeting, the Chancellor shall send the disposition with reasons in writing to the PSC and to the grievant(s) by certified mail. Step 3 - If the grievance has not been settled at Step 2, or if the Chancellor’s disposition was not issued within the time limits set forth above, the person(s) who submitted the Step 2 grievance may appeal the Step 2 decision to arbitration by serving written notice to the Chancellor and to the American Arbitration Association. Additional details regarding the grievance process appear in Article 20 of the PSC-CUNY contract. The contract is available at: http://psc-cuny.org/contract/psc-cuny-contract .

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Professional Staff Congress (PSC)

The Professional Staff Congress (PSC) is the union that represents more than 25,000 faculty and staff at the City University of New York (CUNY) and the CUNY Research Foundation. It is dedicated to advancing the professional lives of its members, enhancing their terms and conditions of employment, and maintaining the strength of the university. Information about the PSC is available at: http://psc-cuny.org/ NOTE: Per Article I of the PSC CUNY agreement, the provisions of the PSC agreement that apply to MEDICAL series faculty titles are Articles 3, 4, 8, 20, 21, 24.3, 24.4, 26, 27, 34, 38, 39, 40, 41 and 42 ONLY. Medical series faculty are excluded from all other provisions of the Agreement. The full PSC contract is available at: http://psc-cuny.org/contract/psc-cuny-contract

Faculty Development

Faculty development activities will be conducted through three main venues: faculty development series, annual retreats and Epigeum, an online faculty-development program.

• Faculty development series Regularly-scheduled faculty development sessions are open to all faculty and

instructional staff and occur at least monthly throughout the year. The sessions are led by experts from within and outside of the CSOM on a wide range of areas of faculty activity, such as instructional modalities, assessment, advising, grant-writing, etc.

• Faculty retreat

CSOM will host faculty retreats for all clinical faculty participating in the Practice of Medicine and Evaluation in Health Care Settings courses and in the clinical clerkships. The agenda will include a review of the curriculum objectives and student assessment tools, and workshops on teaching and assessment strategies for clinical faculty. In addition to the general sessions, faculty development sessions specific to each course (e.g., specific learning objectives and assessment tools for that course) may also be presented by the individual course directors and the Assistant Dean for Medical Education and Faculty Development. The assistant dean will also create additional onsite faculty development sessions to address any site-specific issues identified regarding lack of compliance with course objectives, required experiences, or assessment methods.

• Epigeum faculty development CSOM has contracted with Epigeum, an online faculty-development program, to provide faculty with access in perpetuity to a suite of online teaching and assessment courses for medical educators. This program includes courses on assessment and feedback in clinical practice and on teaching with patients. The course duration is 6.5 hours, and more than 35 additional hours of instruction are available.

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Further faculty development will occur in the form of a monthly educational journal club, participation in the International Association of Medical Science Educators (IAMSE) faculty development webinars, and other events.

Mentorship

Mentoring is an essential component of faculty career development at CUNY SOM. The SOM is committed to promoting mentorship by supporting departments in establishing ongoing mentoring programs that will address the totality of each faculty member’s strengths, interests and aspirations in research, education and leadership.

Overall vision Junior faculty (assistant and non-tenured associate professors) are required to participate in structured mentoring programs that foster productivity, enhance faculty satisfaction, and stimulate career development.

All senior faculty members are expected to serve as mentors. Professors will be targeted as mentors, and senior faculty may be called upon to mentor junior faculty with primary appointments both within and outside their primary department. Faculty development sessions and resources on effective mentoring will be provided, including expectations and guidelines for both mentors and mentees, and a template for tracking mentees’ personal and professional progress.

CSOM Faculty Mentoring Policy:

1. A mentoring program will be implemented for all tenure track junior faculty, clinical research faculty and tenured Assistant and Associate Professors.

2. A mentoring advisory council will oversee the implementation of the mentoring program, review the progress of the faculty and monitor the effectiveness of the mentoring program.

3. Faculty should be mentored by a mentoring committee that should consist of at least two tenured senior faculty. At least one faculty member should be in the same field or a field closely related to the mentee’s and should be available for mentoring of scholarly activity. A mentor does not have to be in the same department/school as the mentee. Furthermore a mentor/s may be from another institution, if a mentor in the same field is not present within the same institution as the mentee. A mentor should also be available for mentoring of personal development/work/life balance.

4. The mentoring committee shall draw up a plan of action for the mentee, each year, which should be documented in the “Mentee Tracking Tool” template. This will include the goals, desired outcome, and assessment of mentoring in the areas appraised for tenure and promotion (research, teaching, and service). This document will not constitute a formal evaluation for tenure and promotion. The document should be submitted to the Office of Scientific Affairs and Graduate Studies each year.

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5. Mentees will be required to meet formally with their mentoring committee at least twice a year, however more frequent informal meetings with the committee or with individual mentors should be encouraged. Chairs will be required to be present at one of the formal meetings.

6. Chairs together with the mentee will choose mentors that best fulfill the needs of the mentee but mentor assignment will ultimately be the chairs’ responsibility.

7. Chairs will be accountable for the effectiveness of the mentors and for the outcome of the mentoring plan, which will be assessed by the mentoring advisory council on an annual basis.

8. Mentoring workshops and training will be available for mentors and mentees through the Department of Medical Education and the Office for Scientific Affairs and Graduate Studies.

For clinical faculty whose interest is in education as opposed to clinical research, the Department of Medical Education will be responsible for fostering scholarly work in education. The Assistant Dean for Medical Education and Faculty Development and the Director for Research and Evaluation will mentor these faculty members through regular meetings with key educators (course and clerkship directors) to identify potential research projects around the new curriculum and areas of common interest among faculty members, to foster collaborative research projects, and to help identify potential funding sources. Faculty-development sessions on abstract writing, designing research projects, and grant writing, and medical education journal clubs can serve to help identify and implement research projects.

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Leaves

Fellowship (Sabbatical) Leave – Tenured faculty members who have completed six years of continuous paid full time service with the University are eligible for a fellowship award. Applications for a fellowship award may be made for the following purposes: research (including study and related travel), improvement of teaching, or creative work in literature or the arts. The applicant must continue to serve in CUNY for at least one year after expiration of the leave unless this provision is expressly waived by the Board of Trustees. The application in the form of a plan shall be submitted to the EFC and, if approved, to the CCNY Review Committee and the CCNY Faculty Committee on Personnel Matters (FCPM). If the committees approve, they shall forward the application for the President’s endorsement. The endorsement must state that the work of the department in which the applicant serves can be carried forward effectively during the faculty members’ period of the leave. Application may be made for a full year leave at 80% salary, or one-half year leave at 80% of salary. The FCPM may identify one applicant college-wide per year to receive an approved half-year leave at full pay. Application forms are available at: https://www.ccny.cuny.edu/sites/default/files/academicaffairs/upload/Fellowship-Award-Application.pdf

Scholar Incentive Awards – Awards of one semester to one year in length may be granted to full time faculty for the sole purpose of facilitating bona fide and documented scholarly research. Other projects or reasons (e.g. meeting of degree requirements, study, service outside the University, or professional or personal reasons) will not be considered for this award. A candidate must be a full time faculty member who has completed a minimum of one full year of continuous paid full time service. A candidate may be compensated by the University for up to 25% of the annual salary rate. The total amount of money earnable with outside support and the University salary may not exceed 100% of the annual salary rate that the person would have received without the leave. The application in the form of a plan shall be submitted to the EFC and, if approved, to the CCNY Review Committee and the Faculty Committee on Personnel Matters (FCPM). If the latter committees approve, they shall forward the application for the President’s endorsement. Upon positive recommendation of the President, the application shall be forwarded to the Chancellor for review and recommendation.

Further details regarding eligibility criteria and application processes for the above leaves are available on the PSC website: http://psc-cuny.org/our-contracts/article-25-research-fellowship-and-scholar-incentive-awards, and from the CCNY Human Resources Department, Shepard Hall Suite 50 and https://www.ccny.cuny.edu/hr/forms.

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Educational Program Policies – BS/MD program

BS/MD curriculum: The overall structure of the BS and MD curriculum is shown below:

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Amount of time allotted for scheduled student activities – M.D. Years 1 and 2 The amount of time that students spend in scheduled activities during years 1 and 2 of the M.D. curriculum will be limited to an average of no more than 22 hours per week.

Policy on student duty hours during clinical rotations. The following policy pertains to the amount of time medical students spend in required clinical and educational activities during clinical rotations, including clerkships and electives. The policies have been established in line with ACGME guidelines for work hours of interns and residents, the Saint Barnabas and Staten Island University Hospitals Graduate Medical Education Policy regarding working hours regulations to promote patient safety and medical student well-being.

Policy for Clinical Rotation Duty Hours: 1) Duty hours are limited to 80 hours per week averaged over the length of the rotation. This includes all clinical care, in-house call activities, and departmental and medical school sponsored core educational sessions including rounds, lectures, and seminars. Duty hours do not include time spent at home reading or studying. 2) No duty shift (such as a call day) may exceed 24 hours, plus 3 hour sign out. 3) Students are required to have one 24 hour period off in seven days, averaged over the length of the rotation. 4) Students may not have more than 12 consecutive hours on duty in the Emergency Department. Compliance: Clerkship directors, elective course directors, and the Assistant Dean for Clinical Curriculum will monitor this policy for compliance. Students will be advised to report violations to this policy by one of several ways. The student may directly report the violation to the clerkship/elective course director. Students may also directly report the violation to the Assistant Dean for Clinical Curriculum. At the end of each clerkship and elective course, students will be asked about course compliance with the student duty hours policy on the course evaluation form. The responses to the course evaluation form will be anonymous, and they will be reviewed by the Assistant Dean for Clinical Curriculum and the clerkship director. Additionally, students may anonymously report duty hour violations at any time through an on-line reporting system that will be reviewed by the Assistant Dean for Clinical Curriculum.

If the duty hour violation is reported directly to the clerkship or course director, the course or clerkship director must investigate the report and attempt to resolve the situation. If the situation is not resolved, the student must report the violation to the Assistant Dean for Clinical Curriculum. The Assistant Dean will address these and any other reports of duty hour violations that were directly reported to him/her by meeting with the specific clerkship or course director. The clerkship director will be required to

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submit a final report to the Assistant Dean for Clinical Curriculum and the Deputy Dean to summarize how the compliance issue was resolved.

Scheduling of exams Final examinations for most courses or blocks will usually be given on the last scheduled day of class (except Organ Systems and Clerkship customized exams). During years 1 and 2 of the M.D. curriculum, there can only be one examination in any given day. Students who anticipate being absent from an examination because of religious observance must notify the course or clerkship director as early as possible in the course, and no later than two weeks in advance of the absence (or 4 weeks in the event of a NBME subject examination). In the event a student is unable to complete an examination or assessment due to a religious observance, with the required notice, the student will be permitted the opportunity to make up the examination or assessment.

Missed exam policy

Policies governing procedures to follow in case of missed exams or absence from required course activities are contained in the CUNY School of Medicine Student Absence Policy (see Appendix 4, CUNY School of Medicine Student Absence Policy). The Office of Student Affairs is charged with determining whether an absence constitutes an Approved, Discretionary, or Unapproved absence. Under no circumstances is a student obligated to disclose to a faculty member (including the course director) the reason for the absence. Conversely, faculty may not request such disclosure from a student.

Timing of Release of course grades

The following policies govern the timing for submission of course and clerkship grades for all CSOM courses and clerkships:

1. Each course director is charged with ensuring regular, timely, and universal completion of student evaluations.

2. Grades must be submitted within one week of the end of a non-clinical course. 3. For medical school clinical courses, all grades are expected to be completed and

available to students within four weeks of the completion of a section or clinical rotation.

4. Course and clerkship directors or their coordinators will be responsible for providing the Office of Academic Affairs with the grades for their individual courses and clerkships within the required timeframes.

5. Course and clerkship directors will be responsible for contacting delinquent faculty members to assure their timely completion of evaluations.

6. The curriculum committee will regularly review composite and individual course and clerkship grade submission data as part of the review of each course and clerkship.

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Early student performance feedback

All courses of four weeks or longer must include formal feedback early enough to allow sufficient time for remediation. This feedback will typically be provided no later than half-way through the course, and will be based on formal graded assessments as well as, where appropriate, individualized narrative feedback.

Similarly, all clerkships of four weeks or longer must include formal feedback early enough to allow sufficient time for remediation. Students will receive formal feedback as part of a required mid-cycle evaluation for all clinical experiences of four weeks or more.

Policies and Practices to ensure the confidentiality of sensitive health, psychological and/or psychiatric information:

1. Psychological and psychiatric counselors who provide counseling services to Medical Students will not be faculty members, and will have no responsibility for teaching or involvement in the academic assessment, evaluation or promotion of students.

2. The psychological/psychiatric counselors keep all individual patient information confidential, and the Counseling Office adheres to the APA General Guidelines for Providers of Psychological Services and HIPAA regulations. In addition, student records are kept by the counselor, and are not a part of the student’s academic record.

3. Students with other health sensitive medical needs will be referred to medical professionals who have no administrative or teaching roles at the medical school. The City College student health service will not have contact with CSOM faculty regarding students, nor will be involved in teaching/assessing CSOM students. In the event that a student seeks treatment at the St. Barnabas Health Center, Staten Island University Hospital or other clinical affiliate, the CSOM will assure that the treating doctor or resident will have no responsibility for the assessment or grading of the student.

4. Faculty who provide healthcare services to students will not be involved in the supervision, academic evaluation, or promotion decisions of students receiving such services. If a student finds him/herself in a situation where they are supervised and/or will be evaluated by a faculty member who is also providing healthcare services to them, they may request immediate reassignment. Such requests should be made to the Course or Clerkship Director. Similarly, if a faculty member finds that he/she has been assigned a student, who is also their patient, to supervise and/or evaluate, he/she must request that the student be assigned to another faculty member.

Policies on Teaching and Evaluation by Members of The Medical School Administration

In recognition of the conflicts of interest that can occur when students learn from and are assessed by members of the Medical School administration (who, in their role, may have access to sensitive health, psychiatric, or psychological information about individual students), the following policies are in place to ensure the confidentiality of

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such sensitive information. Such members of the medical school administration include, but are not limited to, the Dean of the Medical School, the Deputy Dean for Medical Education, the Associate Dean for Student Affairs, the Executive Director of Admissions, Wellness and Counseling, the Director and staff of the Counseling Office and the Chair of the Student Academic Progress Committee.

These members of the Medical School Administration are: a. Allowed to teach students in the context of large group sessions such as lectures or

large group discussions that involve the entire class b. Allowed to teach students in electives/selective experiences c. Not allowed to supervise students during any clinical rotations d. Not allowed to teach students in any small group sessions or activities that are

graded e. Not allowed to participate in the assessment or evaluation of student performance f. Not allowed to serve as voting members on the Promotions Committee g. Not allowed to share or discuss health, psychiatric, or psychological information

about individual students with members of the Promotions Committee.

All other members of the medical school administration are: a. Allowed to teach and evaluate students in the context of large group sessions such

as lectures or large group discussions that involve the entire class b. Allowed to teach and evaluate students in electives/selective experiences c. Allowed to teach and evaluate students in small group sessions or activities

• Policy on timing of submission and posting of lecture materials:

1. Course Directors will post all materials, including lecture slides, on Blackboard or LCMS+ 5 days in advance of the lectures.

2. For new (first-time taught) courses, faculty will provide lecture materials, including a draft version of the lecture slides, to the Course Director 8 weeks in advance of the lecture to review for consistency and redundancy across sessions. PBLs will be developed separately.

3. For continuing courses, faculty will provide lecture materials, including lecture slides, to the Course Director 2 weeks in advance of the lecture for review/comment. At the discretion of the Course Director and the needs of specific courses, this timeframe might be shortened. PBLs will be developed separately.

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Support Services - The Office of Academic Affairs (OAA)

The Office of Academic Affairs (OAA) provides general support for course directors and administrators to enhance the quality of the medical education program and to assure that CUNY SOM is compliant with CCNY, CUNY and LCME requirements regarding teaching, assessment and feedback. Course information OAA has a standard template for course information that must be completed or revised by course directors prior to the start of each course. All course information forms and course syllabi are posted on the OAA Blackboard and LCMS+ sites prior to the official start of the course/clerkship. If any changes are made to the course/clerkship syllabus, a revised form needs to be submitted to OAA to update the website. Student Course feedback OAA administers, monitors compliance, and generates reports on student feedback for each course and all faculty teaching within the course. An OAA assessment administrator is responsible for this process. The course and faculty survey items are standardized but course directors may add up to 10 additional items to obtain feedback on any changes or new formats or assignments. Student evaluations of courses must be posted on the last day of each course and students are required to complete these evaluations within 2 weeks of posting. The summaries will be provided to course directors for review and one week later, after making any reasonable requested changes, will be distributed to department chairs and all relevant school administrators. Course directors are contacted annually to review and revise their course summary. Any surveys developed or utilized by faculty to obtain student feedback regarding a course/clerkship or course/clerkship faculty must be reviewed and approved by OAA prior to distribution to students. Course assessments All course directors (CDs) are required to update annually the type of assessment, contribution to overall course grade, and competencies that are assessed with each evaluation. OAA has an educational technologist who can assist in the creation and implementation of web-based exams. Course exams should be proctored by administrators within the CD’s department; if a proctor is absent on the day of the exam, OAA will have a back-up proctor. For courses using the NBME mini-board exams, exams must be ordered at least 3 weeks in advance of the exam date. The NBME Chief Proctor assists in ordering exams and the Executive Chief Proctor is available for questions regarding creation of customized exams. The Chief Proctor is required to be present during any NBME testing. The NAC building fishbowl computer lab has been reserved for NBME exams. Scheduling of the fishbowl is done exclusively through the Executive Chief Proctor. Exam dates must be discussed in the Course Directors’ monthly meetings and with the Assistant Deans for Basic Science Curriculum and for Clinical Curriculum, to assure there is no conflict with other course/clerkship sessions or exams, and that testing complies with CSOM exam policies.

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Course materials and teaching OAA will develop guidelines for online course information with the aim of facilitating student access, through creation of a template for posting course information/materials. The education technologist is available to assist in online course design and use of technology to enhance learning (including blogs, flipped classrooms, etc.). The Assistant Dean for Medical Education and Faculty development offers assistance with the creation of self- directed and engaged learning, and can assist with observing and providing feedback on quality of teaching. Curriculum mapping The LCME mandates that the medical school curriculum be mapped to the school’s education program competencies and objectives. The curriculum mapping administrator in the OAA is responsible for collecting data from course directors on each course session and assessments, and how these link to school competencies and objectives. This individual can assist with the generation of reports regarding specific courses or topics, and where they are taught and assessed throughout the curriculum. Podcasting All courses are required to post session content in advance of course sessions and to podcast all lectures. OAA and the Course Administration staff are responsible for assuring that course sessions are captured, edited and uploaded within 48 hours after each session. Certain departments have been responsible for their own podcasting and uploading, however, OAA can assist all others with this process.

CCNY Center for Excellence in Teaching and Learning (CETL)

CETL works with faculty to enhance and develop skills concerning teaching with technology. The Center offers workshops in a variety of essential technologies to make campus participants better prepared for the challenges of campus and workplace settings. The CETL mission encompasses training of faculty with a focus on developing teaching and technology skills.

Workshops are conducted in their training room on the 4th floor, NAC 4/220A and entail a range of technologies including Blackboard, hybrid/online teaching and instructional technologies. Workshops will typically take between 1 - 1.5 hours, include handouts, and have a practical focus that involves a specific context for learning. Details regarding CETL resources and workshops are available at: https://www.ccny.cuny.edu/cetl

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Research

Information on CCNY Policies and Resources can be found on the web site of the Division

for Research at: https://www.ccny.cuny.edu/research

Includes information regarding

- Proposal Development - Funding Opportunities - Research Compliance and Ethics, including: • Responsible conduct of research • Financial conflict of interest • Human subjects research • Animal research - Regulatory Compliance - Resources and Support

Information on University Policies and resources for research activities can also be found

in the CUNY Research Office, at http://www.cuny.edu/research.html

Information is provided on policies related to:

1. Openness in research 2. Research compliance

- Responsible conduct of research - Human research protection program - Conflict of interest - Research agreements - Export control - Training and education 3. Crowdfunding 4. Signatory Authority for Research-Related Agreements

Additional information can be found in the CUNY Researcher Handbook:

http://www2.cuny.edu/research/researcher-handbook/

Other resources regarding research:

o Responsible Conduct of Research: http://www2.cuny.edu/research/research-compliance/responsible-conduct-of-research-rcr/

o Human Subjects Protection/Institutional Review (IRB): https://www.ccny.cuny.edu/research/irb

o Institutional Animal Care and Use (IACUC): https://www.ccny.cuny.edu/research/iacucpolicy

o Conflict of Interest in Research: http://www2.cuny.edu/research/research-compliance/conflict-of-interest/

o Research Administration:

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City College Office of Grants and Sponsored Programs: https://www.ccny.cuny.edu/research/gsp

CUNY Research Foundation (RF): https://www.rfcuny.org/RFWebsite/

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University policies

Policy regarding Multiple Positions

Full-time appointment to a faculty position is a full-time assignment. Faculty members have a responsibility to observe professional standards of behavior in becoming involved in supplemental activities. No employment, consultative or other work outside the University may be engaged in by a faculty member unless he/she receives prior approval from the dean and CSOM Personnel Committee (EFC). The Personnel committee shall not approve any outside work unless such employment or work relates to the professional interests, strengthens the professional competence or enriches the professional performance and does not interfere with the professional standing of the faculty member. In no event shall the amount of time expended on such outside work be approved for more than an average of one day a week, or its equivalent during the academic year. The detailed policy on Multiple Positions is available at:

https://www.ccny.cuny.edu/sites/default/files/academicaffairs/upload/CUNY-POLICY-ON-MULTIPLE-POSITIONS.pdf

Policies regarding Discrimination and Sexual Harassment

The City University of New York’s Policies and Procedures on Equal Opportunity and Non-Discrimination and Against Sexual Harassment are available online at:

http://www.cuny.edu/about/administration/offices/ohrm/policies-procedures/finalnondeiscrimpolicy121213.pdf

Discrimination is treating an individual differently or less favorably because of his or her protected characteristics—such as age, race, color, religion, gender, national origin, disability, sexual orientation, veteran status or any of the other bases prohibited by CUNY Policy.

Harassment is unwelcome conduct based on a protected characteristic that has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile or abusive work or academic environment. Such conduct can be verbal, written, visual, or physical. The City College and The City University of New York are committed to addressing discrimination complaints promptly, consistently and fairly. Any City College employee, student, applicant for admission or employment, or other participant in the College's programs or activities who believes he or she has been unlawfully discriminated against, may file a complaint in writing with the Office of Diversity and Compliance by submitting a Discrimination Complaint Form (http://www.ccny.cuny.edu/affirmativeaction/upload/Working-Discrimination-Complaint-Formrevised10-8-2014.pdf) to the college’s Chief Diversity Officer, Jennifer Light (interim) at jlight@ccny.cuny.edu , or by contacting her office in Shepard Hall Room 109 or ext. 6310.

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Sexual harassment is a serious form of misconduct that is demeaning and offensive; it is illegal under federal, state, and city laws, and prohibited by the University's policy. Unwelcome sexual advances, requests for sexual favors, and other verbal, non-verbal or physical conduct of a sexual nature constitutes sexual harassment when: 1) submission to or rejection of this conduct explicitly or implicitly affects an individual's employment or academic advancement; 2) it unreasonably interferes with an individual's work or academic performance; or 3) it creates an intimidating, hostile or offensive work or academic environment. The College is responsible for investigating complaints of sexual harassment brought by students and employees, and for this purpose, has established a Sexual Harassment Awareness and Intake Committee for consultation and to receive complaints. Members of the College community who believe they have been sexually harassed are strongly encouraged to report the allegations as promptly as possible. Delay in making a complaint of sexual harassment may make it more difficult to investigate the allegations. Any employee or students facing issues related to sexual harassment and sexual violence is urged to contact Jennifer Light (interim Title IX Coordinator) at jlight@ccny.cuny.edu, or by contacting her office in Shepard Hall Room 109 or ext. 6310. American Disabilities Act (ADA) Coordinator Joseph LoGiudice is the Director of the AccessAbility Center/Student Disability Services at CCNY, charged with ensuring that college programs, policies and procedures comply with the American Disabilities Act (ADA), Section 501 and 504 of the Rehabilitation Act of 1973, and other federal and state laws and regulations pertaining to persons with disabilities.

Lisa M. Durvett is an Access Specialist for CSOM in the AccessAbility Center/Student Disability Services (AAC/SDS). In this capacity, she serves as an advocate and liaison for students with disabilities, connecting them to resources; assists in navigating medical students through the USMLE (United States Medical Licensing Exam) exam accommodation process; facilitate workshops and trainings pertaining to disability services and health sciences and medical education standards; coordinates all accommodations for CSOM students registered with AAC/SDS. She is available at ldurvett@ccny.cuny.edu or ext. 13507.

Additional information regarding ADA, discrimination or sexual harassment is available at: https://www.ccny.cuny.edu/affirmativeaction

Links to Other College and University Policies

Academic Freedom: http://policy.cuny.edu/manual_of_general_policy/article_i/policy_1.02/text/#Navigation_Location

Academic Integrity (Plagiarism): https://www.ccny.cuny.edu/academicaffairs/integrity-policies

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Acceptable use of computer resources: http://www.cuny.edu/about/administration/offices/CIS/policies/ComputerUsePolicy.pdf

Alcohol, Drugs and Tobacco: o Alcohol and Drugs:

http://policy.cuny.edu/manual_of_general_policy/article_vii/policy_7.041/pdf/#Navigation_Location

o Tobacco-free policy: http://www2.cuny.edu/about/university-resources/healthy-cuny/tobacco-free-cuny/

Bylaws of the CUNY Board of Trustees: http://policy.cuny.edu/bylaws/#Navigation_Location

Conflicts of interest: http://www.cuny.edu/about/administration/offices/la/conflict-of-interest-12.10.13.pdf

Equal Opportunity and Nondiscrimination: http://www.cuny.edu/about/administration/offices/la/PolicyonEqualOpportunityandNonDiscriminationandProceduresDecember42014.pdf

Intellectual Property: http://www.cuny.edu/about/administration/offices/la/intellectual_property_9.20.11.pdf

Misconduct – Reporting of Allegations: http://policy.cuny.edu/manual_of_general_policy/article_v/policy_5.181/pdf/#Navigation_Location

Multiple Position policy (consulting/employment outside the University): http://policy.cuny.edu/manual_of_general_policy/article_v/policy_5.14/2./text/#Navigation_Location

Nepotism: see Conflict of Interest policies Property removal: https://www.ccny.cuny.edu/safety/property-removal Student enrollment verification:

http://www.cuny.edu/about/administration/offices/ur/resources/registrars-

staff/Attendance_UR_MEMO_070109.pdf

Violence o Domestic Violence:

http://policy.cuny.edu/manual_of_general_policy/article_v/policy_5.061/pdf/#Navigation_Location

o Sexual Assault (Title IX): http://www1.cuny.edu/sites/title-ix/campus/the-city-college/

o Violence Prevention: http://policy.cuny.edu/manual_of_general_policy/article_vi/policy_6.09/pdf/#Navigation_Location

Information regarding additional faculty resources is available in the City College

Faculty Handbook:

https://www.ccny.cuny.edu/sites/default/files/FACULTY_HANDBOOK_v6_Final%20%281

%29.pdf

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Department of Medical Education/Office of Academic Affairs – Resource Staff

Academic Technology Manager / Director of Course Administration

(Room scheduling, AV technology and support):

Omer Kabir - okabir@med.cuny.edu, ext. 8407 or 8420

Learning Management Specialist (LCMS+ support, instructional technology)

Owen Williams - OWilliams@med.cuny.edu, ext. 8495

Assessment and Evaluation Specialist (coordination of undergraduate Course

Evaluations):

Miesha Etheridge - MEtheridge@med.cuny.edu, ext. 6814

Curriculum Mapping Specialist:

Brittany Hamilton - bhamilton@med.cuny.edu, ext. 5260

Faculty Development:

Nicole Roberts - nroberts@med.cuny.edu, ext. 6831

Learning Resources Center:

Joy Richards - jrichards@med.cuny.edu, ext. 5474

NBME Examination Chief Proctor:

Nicole Roberts - nroberts@med.cuny.edu, ext. 6831

Registrar / Director of Academic Records:

Yechiel Rosenrauch (Interim Registrar) - YRosenrauch@med.cuny.edu, ext. 7156

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APPENDICES

1. Teacher-Learner Expectations

2. Teacher-Learner Contract

3. Annual Evaluation of Faculty - Memorandum

4. Student Absence Policies

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APPENDIX 1

Teacher-Learner Expectations

Policy on the teacher-learner relationship and student mistreatment.

Policy on Student Mistreatment - teacher-learner relationship.

Purpose

The purpose of this policy is to foster mutual respect and to create a positive and supportive

learning environment in which students learn to be highly competent and caring health

professionals. We as educators have the responsibility to create a safe and supportive learning

environment that encourages the development in students of the professional and collegial

attitudes necessary for providing caring, ethical and compassionate health care.

Standards

All faculty members should act in a professional, courteous manner that shows respect to students

at all times. The relationship between teacher and learner must be based on mutual trust, respect,

and responsibility if we are to develop the most effective learning environment. Both parties in this

relationship have legitimate expectations of the other. For example, the student can expect that the

instructor will teach in an effective and respectful manner. The teacher can expect that the student

will make an appropriate investment of time and energy to acquire the skills and knowledge

necessary to become a caring, effective, and ethical health care professional and to treat the teacher

in a respectful manner. Preparing for the educational encounter is the responsibility of both parties.

Furthermore, both parties have an obligation to discharge their responsibilities with mutual

respect and honesty.

In addition to being effective teachers, faculty members are role models for students and must

model professional and ethical behavior to the students. Teachers should respond to students’

questions and comment in a respectful and courteous manner.

Definition of Mistreatment

Certain behaviors are clearly antithetical to a productive learning environment and are classified as

mistreatment of students. Mistreatment of students includes but is not limited to disclosing

confidential student information; public humiliation and other actions that can be reasonably

interpreted as demeaning or humiliating; sexual harassment (including unwelcome sexual remarks

or jokes); inappropriate comments about student’s dress, ethnicity or sexual orientation; physical

aggression (including pushing, shoving, or other intentional inappropriate physical contact) or the

threat of physical aggression; unjustified exclusion from reasonable learning opportunities; and

other unfair treatment of students. Mistreatment of students can result in disciplinary action of the

offender. These policies as outlined are in compliance with the CCNY Academic Affairs Integrity

Process and are not meant to supersede or supplant CUNY policy.

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Policy and Procedure for Reporting Alleged Mistreatment and Unprofessional Behavior

The Office of Student Affairs will track and monitor all reports of alleged mistreatment according to the

procedures articulated below:

Contemporaneous allegations of mistreatment/unprofessional behavior

If students encounter mistreatment and/or unprofessional behavior, it must be addressed

immediately. They have non-anonymous and anonymous mechanisms to report

mistreatment/unprofessional behavior.

Non-Anonymous reporting: Students may talk to the course/clerkship director, who will try to

resolve the issue. The course or clerkship director will report the issue to the Associate Dean for

Student Affairs in the Office of Student Affairs. If the course/clerkship director is unable to resolve

the issue, the student and/or the course/clerkship director will report it to the Associate Dean for

Student Affairs in the Office of Student Affairs. The student always has the option to report directly

to the faculty (e.g., Associate Dean for Student Affairs, or the medical student advisors) in the Office

of Student Affairs, either in person or via email at the address mistreatment@med.cuny.edu. The

associate dean of student affairs in the Office of Student Affairs will report issues to the appropriate

course/clerkship director, the department chair, and the assistant dean charged with that area of

the curriculum to investigate and address. When the issue is resolved, a report will be made to the

Associate Dean for Student Affairs in the Office of Student Affairs.

Anonymous reporting: Students may report instances of mistreatment via an online reporting

system (https://www.ccny.cuny.edu/csom/mistreatment-policy). They will have the option to

provide their name, or they may report anonymously. The Associate Dean for Student Affairs in the

Office of Student Affairs monitors and reports issues to the appropriate course/clerkship director,

the department chair, and/or the assistant dean charged with that area of the curriculum to

investigate and address. When the issue is resolved, a report will be made to the Office of Student

Affairs.

Course/clerkship directors must report allegations of mistreatment/unprofessional behavior the

Associate Dean for Student Affairs as soon as possible, but no more than five working days after the

student initially reports the event.

Allegations of mistreatment/unprofessional behavior reported in end-of-experience evaluations

Students are asked explicitly about their experiences of mistreatment and unprofessional behavior

in every course, clerkship, and clinical experience evaluation. Reported instances are highlighted

and given immediately to the course/clerkship director, appropriate personnel at the site of the

mistreatment/unprofessional behavior, the assistant dean charged with that area of the curriculum,

the department chair and the Office of Student Affairs. The associate dean of student affairs in the

Office of Student Affairs is charged with ensuring the issue is addressed in a timely fashion.

37

Resolutions of allegations of mistreatment/unprofessional behavior

Those individuals engaging in mistreatment/unprofessional behavior may be disciplined, including

removal from teaching responsibilities at the CSOM. Determination of consequences that may arise

from mistreatment will be the responsibility of the course or clerkship directors, assistant dean

charged with that area of the curriculum, site directors at clinical sites, and/or the department

chair. Students who engage in mistreatment/unprofessional behavior will be referred to the Office

of Student Affairs, and may face disciplinary proceedings through the Student Academic Progress

Committee.

CUNY Policy for Student Complaints about Faculty Conduct

Students may always use the CUNY Policy for complaints about faculty conduct in academic

settings, found here:

https://www.cuny.edu/about/administration/offices/la/PROCEDURES_FOR_HANDLING_STUDEN

T_COMPLAINTS.pdf

Procedures for Reporting Mistreatment/Unprofessional Behavior

38

APPENDIX 2

Teacher Learner Contract

TEACHER-LEARNER EXPECTATIONS The SCHOOL holds in high regard professional behaviors and attitudes, including altruism, integrity, respect for others and a commitment to excellence. Effective learning is best fostered in an environment of mutual respect between teachers and learners. In the context of medical education the term “teacher” is used broadly to include peers, resident physicians, full-time and volunteer faculty members, clinical preceptors, nurses and ancillary support staff, as well as others from whom students learn. GUIDING PRINCIPLES: Duty: Medical educators have a duty not only to convey the knowledge and skills required for delivering the profession‘s standard of care but also to instill the values and attitudes required for preserving the medical profession‘s social contract with its patients. Integrity: Learning environments that are conducive to conveying professional values must be based on integrity. Students and residents learn professionalism by observing and emulating role models who epitomize authentic professional values and attitudes. Respect: Respect for every individual is fundamental to the ethic of medicine. Mutual respect is essential for nurturing that ethic. Teachers have a special obligation to ensure that students and residents are always treated respectfully. RESPONSIBILITIES OF TEACHERS AND LEARNERS: Teachers should:

Treat students fairly and respectfully Maintain high professional standards in all interactions Be prepared and on time Provide relevant and timely information Provide explicit learning and behavioral expectations early in a course Provide timely, focused, accurate and constructive feedback on a regular basis and

thoughtful and timely evaluations at the end of a course Display honesty, integrity and compassion Practice insightful (Socratic) questioning, which stimulates learning and self-

discovery and avoid overly aggressive questioning which may be perceived as hurtful, humiliating, degrading or punitive

Solicit feedback from students regarding their perception of their educational experiences

Encourage students who experience mistreatment or who witness unprofessional behavior to report the facts immediately

39

Students should:

Be courteous of teachers and fellow students Be prepared and on time Be active, enthusiastic, curious learners Demonstrate professional behavior in all settings Recognize that not all learning stems from formal and structured activities Recognize their responsibility to establish learning objectives and to participate as an

active learner Demonstrate a commitment to life-long learning, a practice that is essential to the

profession of medicine Recognize personal limitations and seek help as needed Display honesty, integrity and compassion Recognize the privileges and responsibilities coming from the opportunity to work

with patients in clinical settings Recognize the duty to place patient welfare above their own Recognize and respect patients‘ rights to privacy Solicit feedback on their performance and recognize that criticism is not

synonymous with “abuse” Relationships between Teachers and Students Students and teachers should recognize the special nature of the teacher-learner

relationship which is in part defined by professional role modeling, mentorship, and

supervision. Because of the special nature of this relationship, students and teachers

should strive to develop their relationship to one characterized by mutual trust, acceptance

and confidence. They should both recognize the potential for conflict of interest and

respect appropriate boundaries.

40

APPENDIX 3

Memorandum Regarding the Annual Evaluation of Faculty

From: Paul F. Occhiogrosso [mailto:pocchiogrosso@ccny.cuny.edu]

Sent: Monday, March 13, 2017 5:31 PM

To: Eitan Friedman <efriedman@ccny.cuny.edu>; Joan Dorn <JDorn@med.cuny.edu>; Erica Friedman

<ericafriedman@med.cuny.edu>; Tracy Jackson <tjackson@ccny.cuny.edu>

Cc: Maurizio Trevisan <mtrevisan@ccny.cuny.edu>; Priscilla Daniel <prisdaniel@med.cuny.edu>; Sakine

Franke <sfranke@ccny.cuny.edu>

Subject: Guidelines for Annual Evaluations of Full-Time Faculty and Non-Teaching Instructional Staff

Dear Medical School Department Chairs,

Please see the attached memo that I just issued to the non-Medical School Department Chairs

concerning annual evaluations of faculty and non-teaching members of the instructional staff

(including HEO-series employees; CLTs; and Research Assistants/Associates).

Please note that while the Medical Faculty titles are excluded from the coverage of Article 18 of

the PSC/CUNY contract, which pertains to annual evaluations, I recommend that you still follow

the general guidelines set forth in the attached memo.

Please feel free to contact me if you have any questions.

Paul F. Occhiogrosso, Esq. Executive Counsel to the President The City College of New York Wille Administration Building, Rm. 200 160 Convent Avenue New York, NY 10031 tel. 212-650-8276 e-mail: pocchiogrosso@ccny.cuny.edu

41

EXECUTIVE COUNSEL TO THE PRESIDENT

M E M O R A N D U M

March 13, 2017

TO: Department Chairs

·

FROM: Paul F. Occhiogrosso Executive Counsel to the President

RE: Guidelines for Annual Evaluations of Full-Time Faculty

and Non-Teaching Instructional Staff 1

The purpose of this memorandum is to provide Department Chairs (as well as other evaluators

designated by the Chair) with guidance on conducting annual performance evaluations of full-time

faculty, as well as non-teaching instructional staff assigned to academic departments .

Article 18.l of the PSC/CUNY collective bargaining agreement (the "Contract") explains the

importance and purpose of professional evaluations in general:

The evaluation of the professional activities of all employees in a public

institution of higher education is essential to the maintenance of academic

and professiona l standards of excellence. The purpose of professional

evaluations shall be to encourage the improvement of individual

professional performance and to provide a basis for decisions on

reappointment, tenure and promotions. An evaluation of professional

activities shall be based on total professional performance. Written evaluation

shall be on file for all employees.

1 This memorandum, which supersedes all prior memos on this subject, is intended to provide information and

clarification concerning the procedures applicable to evaluation of full-time faculty, as well as non-teaching instructional

staff assigned to academic departments, in order to assist Department Chairs or other members of the Department

Executive Committee assigned by the Chair to conduct annual evaluations. This memo is based on the applicable

provisions of the PSC/CUNY collective bargaining agreement (the "Contract") and relevant arbitration decisions. This

memo does not supersede the Contract or the CUNY Bylaws or policies; nor does this memo grant rights or entitlements

in any manner not provided by those sources of authority.

Wille Admi n istration Bldg. Rm. 2OO

160 Convent Avenue

New York, NY 10031

tel.: 212.650.8276

www.ccny.cuny.edu

Article 18.3.a of the Contract sets forth the requirements for annual evaluations of full-time faculty members, as follows:

18.3 Annual Evaluations:

(a) Members of the teaching faculty: At least once each year, each employee other than tenured full professors shall have an evaluation conference with the department chairperson or a member of the

departmental P&B committee2

to be assigned by the chairperson. Tenured full professors may be evaluated. At the conference, the employee's total academic performance and professional progress for that year and cumulatively to date shall be reviewed. Following this conference, the

chairperson or assigned member of the P&B shall prepare a record of the discussion in memorandum form for inclusion in the employee's personal file. Within ten (10) working days after the conference, a copy of the memorandum shall be given to the employee. If the overall evaluation is unsatisfactory, the memorandum shall so state. The employee in such case shall have the right to endorse on the memorandum a request to appear in person before the department P&B.

In accordance with Article 18.3.a of the Contract, the following procedures should be followed:

Who Is Covered by This Provision?

Article 18.3.a of the Contract applies to "members of the teaching faculty," which includes full­ time

Professors (all ranks), as well as Lecturers and Instructors. Annual evaluations are mandatory, except

for tenured full professors, who "may be evaluated." This provision should be applied uniformly; thus,

each department should determine on its own whether tenured full professors should be evaluated, and

if so, then it should be applied to all tenured full professors in the department, rather than selectively.

Who Conducts the Evaluation?

Annual evaluations are to be conducted by the Department Chair or a member of the Department

Executive Committee assigned by the Chair. In order to promote consistency and continuity, it is

advisable for the Department Chair to conduct as many of the annual evaluations as feasible. But

especially in larger departments, the Chair may determine that it is not feasible for him/her to conduct

all of the evaluations, in which case the Chair may assign one or more members of the Department

Executive Committee to conduct some of the evaluations; if the Department Chair does so, then the

Chair should provide a copy of this memo to each Executive Committee member designated to conduct

evaluations.

2 The Contract uses the generic term "departmental P&B committee" to refer to the departmental personnel committee. This

refers to the Department Executive Committee at City College (see CCNY Governance Plan, Article IX).

When Should the Evaluation B e Conducted?

Article 18.3.a of the Contract does not mandate a specific time; it only says that evaluations are to be

conducted "at least once each year." After a faculty member's first full year of service, I recommend

that the annual evaluations be conducted late in the Spring semester each year. This allows the evaluator

to cover the faculty member’s performance for the past academic year, as well as "cumulatively to

date," and in the case of untenured faculty it also allows the evaluation to be completed and included in

the personnel file before the individual is reviewed for reappointment in the Fall semester.

Since faculty members in their first full year of service must be considered during the Spring semester

for reappointment for the second year,3

I recommend that the annual evaluation be conducted prior to

the Department Executive Committee's consideration of such faculty members for reappointment, so

that the annual evaluation is available for such consideration.

How to Conduct the Evaluation

• Many Department Chairs find it useful to have each faculty member to be reviewed

submit, in advance of the evaluation conference, an updated curriculum vitae or other

summary of the faculty member's work over the past year and cumulatively to date. This

provides a useful basis for the evaluator to review the faculty member's performance in

the main areas of teaching effectiveness, scholarship, and service. There is no required

form for such summary.

• The evaluation conference is to be held only between the individual conducting the

evaluation and the faculty member being evaluated. No one else may be present during

the evaluation conference. (Arbitrators have interpreted the contract language "each

employee shall have an evaluation conference with the chairperson or a member of the

departmental P&B committee" [emphasis added] to mean that only the evaluator and the

faculty member being evaluated may be present during the evaluation conference.)

• Since the written evaluation is to be "a record of the discussion" at the evaluation

conference "in memorandum form," the evaluation should not be written in advance of the

evaluation conference. Rather, the evaluator may, and should, prepare an outline or notes

for use during the evaluation conference. Such outline or notes are for the exclusive use of

the evaluator and should not be shared with the faculty member being evaluated.

• Article 18.3.a provides: "At the conference, the employee's total academic performance

and professional progress for that year and cumulatively to date shall be reviewed." For

professors, "total academic performance" includes the traditional areas enumerated in the

Board's Statement of Academic Personnel Practice as the criteria for reappointment:

teaching effectiveness , scholarship, and service. The research and scholarly writing

requirement does not apply to Lecturers or Instructors, but rather only to faculty in

3 Pursuant to Article I 0.1.a.lof the Contract, faculty members in their first year of service who were hired on September I

must receive notice of reappointment or non-reappointment by April 1, and faculty members who were hired on February I

must receive such notice by May I .

Professorial titles; thus, Lecturers and Instructors should be evaluated based on teaching and service.

• It is essential that annual evaluations be just that -evaluations. That is, in order for annual

evaluations to be useful to the faculty member being evaluated, as well as to the personnel

committees charged with considering the faculty members for reappointment and eventually

tenure (or CCE for Lecturers) , evaluations must be probative and not just descriptive. It is thus

not sufficient simply to list or enumerate the activities in which the faculty member has

engaged, including courses taught and scholarship published and in progress. Rather, the

evaluator must evaluate the faculty member's progress , providing guidance as warranted.

• Following the evaluation conference, the evaluator "shall prepare a record of the discussion in

memorandum form for inclusion in the employee's personal file." There is no prescribed form

for the written evaluation; it should just be a memorandum. Most Chairs and other evaluators

find it useful to use headings for the principal areas to be covered -teaching, scholarship, and

service.

• In accordance with Article 18.3.a of the Contract, the written evaluation is a "record of the

discussion in memorandum form." Therefore, while the written evaluation is by no means a

transcript of the evaluation conference, it should accurately reflect the substance of the actual

evaluation conference ; it should not contain matters that were not discussed at the conference.

• The completed written evaluation must be given to the faculty member within 10 working days

of the evaluation conference. The faculty member should be asked to review and initial or sign

the evaluation to indicate that he or she has received and read it. The faculty member may attach

any comments he or she wishes. You should give the faculty members you evaluate a standard

length of time (such as one week) to review their evaluations before returning them to you signed

for inclusion in their personnel file. Only after the evaluation has been initialed or signed by the

faculty member, the evaluation, together with any comments submitted by the faculty member,

must be filed in the faculty member 's personal (i.e., open) personnel file maintained by the

Department Chair. If the faculty member submitted a curriculum vitae or other summary of

his/her work in advance of the evaluation conference, the faculty member should be asked to sign

or initial such document for inclusion in his/her personal personnel file, as well.

NOTE: Article 19.2.e of the Contract provides in relevant part: “If the employee

refuses to initial any document after having been given an opportunity to read the

same, a statement to that effect shall be affixed to the document." In accordance

with this provision , if a faculty member refuses or fails to initial or sign an

evaluation after having been given an opportunity to do so, the evaluator should

write on the evaluation: "[Faculty member's name) refused [or failed) to initial or

sign this evaluation after having been given an opportunity to read it." Then sign

and date your written notation on the evaluation, and include the evaluation, bearing

your original handwritten notation of the faculty member's failure to initial the

document, in his/her personal (i.e., open) personnel file maintained by the

Department Chair.

Evaluation of Non-Teaching Instructional Staff Members

Article 18.3.b of the Contract applies to annual evaluations of the so-called non-teaching

instructional staff, which includes College Laboratory Technicians (CLTs); Higher Education Officer

(HEO)-series employees; Research Assistants/Associates; and any other non-teaching members of the

instructional staff. Article 18.3.b provides in full as follows:

Members of the non-teaching staff, including Librarians, CLTs, Counselors,

Student Personnel Services staff, Registrar series, HEO series and other non-

teaching members of the Instructional Staff covered by this Agreement:

Preferably once each semester, but at least once each year, each employee

shall have an evaluation conference with the chairperson or supervisor to be

designated by the appropriate dean or President. At the conference, the

employee's total performance and professional progress shall be reviewed.

Following this conference, the designated official shall prepare a record of the

evaluation discussion in memorandum form for inclusion in the employee's

personal file. A copy of the report shall be given to the employee within ten

(10) working days following the conference.

As you can see, this provi sion is nearly identical to Article 18.3.a, which pertains to faculty.

For non-teaching member s of the instructional staff assigned to academic departments, including

HEOs, CLTs, and Research Assistants/Associates, the Department Chair should conduct the evaluation.

Please note that Human Resources distributes a special CUNY-wide evaluation form and

instructions that you should use in evaluating HEO-series employees.

For purposes of evaluating CLTs, Research Assistants/Associates, and any other non-teaching

Instructional staff employees, Department Chairs should simply use a memo format and follow the same

procedures as set out above for evaluating faculty.

If you have any questions concerning the evaluation process for faculty and non-teaching

Instructional staff, please free to contact me.

P.F.O.

cc: Interim President Vincent Boudreau

Interim Provost Mary Erina Driscoll

Academic Deans

PFO/sf

APPENDIX 4

SDSBE / CUNY School of Medicine Student Absence Policy

Students attending the Sophie Davis program and the CUNY School of Medicine are required to comply with

the attendance policy in all years of education and training. Students are required to attend and actively

participate in all components of the curriculum, including required lectures, small group sessions,

laboratories, field work, patient clinics and other course and clerkship activities. The Sophie Davis

Biomedical Education program and CUNY School of Medicine grant the BS and MD degrees to students who

meet all academic and professional requirements.

The faculty recognizes three types of official absences: Approved, Discretionary and Unapproved.

Approved absences meet the criteria listed below. Reported absences not meeting the criteria are

considered Discretionary absences. In all cases, students must notify the course director(s), and submit an

absence request to the Office of Student Affairs via the dedicated email address: absence@med.cuny.edu in

anticipation of any absences from any component of the curriculum, or as soon as possible when

unanticipated (personal or family illness). Discretionary absences are not permitted during examinations,

except under extenuating circumstances. Students who accumulate more than 3 Discretionary Absences

during a single year will be referred to the Student Academic Progress Committee (SAPC). Students who

accumulate excessive Approved absences may also be referred to SAPC.

Failure to request and confirm, or (in case of an emergency) to report an absence from any required course

or clerkship session will be considered an Unapproved absence, constituting a failure of professional

responsibility. This will be subject to review by the SAPC.

Students are expected to be present for all required curricular activities. Travel arrangements should not

be made that conflict with the class schedule. It is the student’s responsibility to confirm with the

course/clerkship directors’ specifics of the course/clerkship schedule, and request and confirm approval of

the absence through the course/clerkship director and absence@med.cuny.edu, before making plans that

could interfere with attendance at required course/clerkship sessions.

Students are responsible for notifying the course/clerkship director(s) and absence@med.cuny.edu when

they will be absent from any required activity. If the circumstance is unclear or relates to a medical or

family issue, the Office of Student Affairs will determine if the reason for the absence meets the criteria for

an Approved absence. Whenever possible, absence requests should be submitted at least 4 weeks in

advance of the anticipated date.

Approved Absences

1. Unexpected events outside a student’s control may justify an Approved absence. These include

personal or family emergencies. These events must be reported by email to

absence@med.cuny.edu and the relevant course/clerkship director (s) as soon as possible.

2. Religious obligations are a recognized reason for an Approved Absence from a class or clerkship

activity. Students should use discretion in judging the importance of a particular holiday and in

requesting absence around such holidays. Students must inform course/clerkship directors and

absence@med.cuny.edu a minimum of four weeks in advance of the beginning of the

course/clerkship when they will be absent for a religious obligation. Extended absence beyond the

timeframe of the official religious holiday will not be an Approved absence.

3. Scheduled Conferences. Leadership in extracurricular and extramural activities is encouraged,

however, such opportunities must not occur at the expense of a student’s required coursework and

attendance responsibilities. Request for permission for such absences must be sought from the

Office of Student Affairs at absence@med.cuny.edu at least 4 weeks in advance.

a. Individual students may request permission to attend a scientific conference or meeting for

the purposes of presenting a paper or other academic work as first author. An Approved

absence is limited to the day of the presentation and any required travel time the day or

evening before and after the presentation.

b. Student Professional Associations: Students who are elected officers, who hold or are

seeking leadership positions in a professional organization, or presenters at a professional

meeting may receive an Approved absence to attend a conference.

c. Decision about an Approved Absence for a scheduled conference rests with the Associate

Dean for Student Affairs and is based on the student’s academic record, attendance record,

and the course/clerkship director’s estimation of the importance of the specific

course/clerkship session(s) that would be missed.

d. Procedures for requesting an Approved absence:

i. Submit a request for approval to absence@med.cuny.edu at least 4 weeks in advance of the planned absence, including information on the event, the student’s

role in the event, and any relevant documentation. If approval is granted, students

must inform all relevant faculty of the planned absence immediately upon receiving

approval.

ii. Students must ensure they have financial resources for all anticipated conference

and travel expenses before committing to any travel.

iii. Students should only make travel/conference arrangements after securing

permission.

Discretionary Absences

Discretionary absences are absences for reasons other than those enumerated above. These ordinarily

include absences for special events (e.g. weddings, graduations, family gatherings). Under no

circumstances will a Discretionary Absence relieve a student of meeting all of the academic requirements of

the course or clerkship. If the Discretionary Absence request conflicts with a session or sessions that cannot be

otherwise made up or completed, the student should understand that the absence may affect the grade

received in the course or clerkship.

Consequences of Noncompliance with Attendance Policy:

a. Students who fail to report an absence from any required course or clerkship session will be

referred to the SAPC, and their grades may be lowered.

b. Students who accumulate more than three Discretionary absences during an academic year

will be referred to the SAPC, and their grades may be lowered.

c. An unreported absence from a clerkship may result in failing the clerkship or require that

additional time be spent to complete the clerkship.

d. The SAPC will review attendance noncompliance to determine whether such unprofessional

behavior warrants disciplinary action.

e. Summative comments in the evaluations of all courses and clerkships may include

descriptions of Discretionary absences and/or unapproved absences or tardiness. Such

comments will be included in the MSPE Letter.

Student Process for Absences

Absence

Known in Advance

Request Absence from absence@med.cuny.edu

Office of Student Affairs will consult with course/clerkship

directors, determine permission and type of absence (Approved or

Discretionary)

OSA will notify course/clerkship

directors and student of status of absence

Request Absence from Course/Clerkship

Directors

Emergency (not known in advance)

Notify absence@med.cuny.edu

OSA will determine type of absence (Approved or

Discretionary)

OSA will notify course/clerkship

directors and student of status of absence

Notify Course/Clership Directors